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Bids & Contracts
How to Find the Right Community Association Professional

ISBN: 0-944715-93-1
2004, 22 pages
Author(s): Stephen R. Bupp, CMCA, AMS, PCAM
Product Format: Book
Item #: 5931
Members: USD $15.00
Non-Members: USD $25.00
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Association boards and community managers often wonder how to write appropriate bid specifications and draft effective contracts. Solid bidding techniques are built on research and hard work. The board and the manager must find a list of quality companies, decide what needs to done, what to do if a worker is injured on the job, how to ensure the job is done right, how to pay for the work, and who signs the repair contract.

Bids and Contracts provides readers with the information they need to write simple, effective specifications and contracts, ensuring that repairs or maintenance of your common areas will go smoothly. It contains a 27-point Specifications Chart, a checklist that will prevent you from overlooking any aspect of the project, and adaptable samples of specs for a repainting project plus a sample bid for a preventive maintenance contract.

Bids and Contracts is one of six components in the CMCA Study Kit [M5134].

Contents

Introduction—Background and Key Points

Chapter 1—Types of Contracts
Service Contract
Specific Repairs Contract
Preventative Maintenance Contract
Payment Options

Chapter 2—The Bidding Process
Assessing Bid Specifications
Warranties
What to Include in the Bid Specification
Exact Specifications
Performance Expectations
Help When Needed
What to Do When the Specifications Are Finished
Evaluate the Bids
Discuss Work With the Contractors

Chapter 3—Working With the Contractor
Standard of Performance
Restoration
Licenses and Permits
Termination
Contract Relationships
Contract Consultants
Normal Progress
Change Orders

USEFUL CHARTS & SAMPLE DOCUMENTS
Sample Landscaping Maintenance Contract
Specifications Requirements Checklist
Sample Specifications for Repainting
Sample Bid for Preventive Maintenance Contract
Sample Bid Comparison Spreadsheet
Tips for Working With A Contractor

About the Author 

Stephen R. Bupp is the president of Condominium Venture, Inc. in Greenbelt, Maryland. Condominium Venture has specialized in community association management since it was founded in 1975. Bupp has been active in CAI leadership. He co-coordinated The Essentials of Community Association Management (M-100) course and has been an instructor for the Professional Management Development Program since 1983. He earned his PCAM designation in 1982.
 
Excerpt 
 
Introduction: Background and Key Points
 
Association boards and community managers often wonder how to write appropriate bid specifications and draft effective contracts. The answer is not simple. Solid bidding techniques are built on research and hard work. The board and the manager must find a list of quality companies, decide what needs to done, what to do if a worker is injured on the job, how to ensure the job is done right, how to pay for the work, and who signs the repair contract.
 
This guide will provide readers with the information needed to write simple, effective specifications and contracts. It will also provide samples to graphically illustrate specifications and contracts.
 
Key Points
 
Bid specifications and contract negotiations are the key to a successful repair or maintenance job.
 
The first step in maintenance or repair contract negotiation is to determine the association’s responsibilities and to decide whether to handle the work in-house or to hire a contractor.
 
Written specifications should state clearly what will be done, by whom, when, where, time limitations, materials used, and payment method. Detailed, inclusive specifications help ensure that the job will be completed satisfactorily.
 
Once the specifications have been determined, send bid invitations to five or six companies.
 
Use on-site inspections and question/answer sessions with bid prospects to ensure the contractor understands the work to be done.
 
Regularly inspect the work in progress. Do not pay for work that is not performed according to the specifications.
When possible, only pay for completed work.

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